6 Budgeted Fund (130) Funded by the Student Activities FeeAllocations determined by the SGA Finance CommitteeAll planned expenses are outlined in the budget that is submitted by clubsignersBudget reallocation processMoney does not carry over year to yearLiz – money does not roll over

7 Fundraised fund (131) Funds raised by the organizationMoney must be spent to benefit the club and its goalsSpending is not limited to what was approved by the Finance Committee during the last Fiscal YearFunds are carried over into the next Fiscal YearBlanka

8 Responsibility centered modelUniversity wide switch to Incentive Based Budgeting (IBB)First year being implementedOrganizations have more responsibility to justify their needs in the budget processHigher reward to clubs for following rules and remaining in good standingTier system used to determine fundraising requirements of clubsLiz

10 Donations account (311) Processed through the UVM Foundation5% processing fee on all donationsUnder no circumstances shall alcohol be part of a donation to a club, or to any auctioning event. It is absolutely imperative for the SGA organization to refuse such a donationAdditional information is available on the UVM Foundation website atBlanka

11 Frozen accountsCannot access money from either the budgeted (130) or fundraised (131) accountAccounts may be frozen if a club:Defaults on a loanIs no longer “in good standing,” by Student Activities Committee standardsFails to repay petty cashHas insufficient balance in accounts or overdraws its accountsUnfreezing accountsLiz

12 Purchase order Request (p.o.)Most vendors accept Purchase OrdersLegal promise of payment from the UniversityRequests must be dropped off at least 7-10 business days in advance – NO BACK-DATINGUVM cuts checks on Tuesdays and Fridays only, so please make sure you plan aheadCosts for checksPlanning ahead

14 How to fill out a p.o. requestHurry and ASAP are NOT a dateHave an amount – even for just a POGive the FULL vendor name and address, this includes the Zip CodeSelect the fund (s) the money is coming fromandone of the four options belowRemember:For a check – you must have some type of quote/invoice/statement saying you owe the vendor something!When renting a vehicle/bus give ALL of this information

15 Purchase orders continuedDo NOT commit money to any vendor before a Purchase Order is processedThis is unauthorized spendingBe sure to have ALL necessary paperwork before dropping anything in the P.O. boxRespond promptly to notices from the TreasurerA request copy will arrive in the club’s mailboxThis proves that the request has been submitted, but does not mean that it has been approvedKeep both copies together*Do not staple

16 Blanket ordersCreated when multiple expenses to the same vendor are expected for recurring orders (5 or more)Some examplesRepeated vehicle rentals from the same external vendorMonthly fees

17 Vehicle rentalRequirements in place by Risk Management in order to drive UVM owned or rented vehiclesMinimum age of 19 years oldCourse certificationn/index.htmlTransportation policy:atransportationpolicy.pdf

18 SGA Vehicle rentalMust be reserved no more than four weeks prior to anticipated rental dateSGA Fleet8 Vans at $70/day1 pick-up truck at $60/dayBlanka

21 Bus rental SGA may partially fund for chartered school busesThe difference will be paid from the club’s fundraised fund (131)Clubs may fund a bus on their own if the event is not budgetedMust use the contracted vendorsBlanka

22 Special Purchases Payment to an individual for providing a serviceW9 Form for new vendorsIndependent Contractor FormBase Contract FormPurchase of products with University symbolsLicensing WaiverOrdering office supplies (no PO request form needed)Use UVM Bookstore, Print & Mail Center, or StaplesReimbursement (Extremely Rare)Liz

23 W9 FormFederal Law and UVM auditing policies require a W9 to be on file for all vendorsEmployee ID# or SSN must be on the signed W9Needed before the PO request can be submitted. This is your responsibilityFor new vendors only

24 Independent contractor formInclude name and last 4 of SSN of the payee. The Unit/Department is Student Government Association. You fill out the form preparer information.Fill out citizenship information.Only fill out Sections I, II, and III, with Part C unless dealing with a researcher.Do not sign here! This is for the Finance Office.Don’t forget to fill in the description of services!

25 Base contract form Needs telephone and SSNCost, date, and location are neededNeeds the signature from the purchaser (club representative), Performer, and Director of Student Life (Pat Brown).

26 Food PurchasesThere are policies outside of SGA control that need to be followed when cateringSodexo catering waiver is needed for outside catering on campus, except:When purchasing pizzaCatering by University approved vendorsPotluck for club members by the clubThe catering waiver must be submitted online through the Conference and Events Services website. Please allow at least 2 weeks for approval – PLAN AHEAD.Blanka

27 Credit Card PurchasesCan be used when other forms of payment are not acceptableExamples: hotels, plane tickets, online purchasesCan only be used within the Galaxy Space during the business hours of the Finance Office

28 Petty Cash This is used very sparinglyThe responsibility is placed on the CustodianClubs must close out with original receipts and remaining cash on timeClubs may only have one Petty Cash open at a time.Requires two signatures (Clubsigner and Custodian)

29 ‘Orange Card’ (Charge card)Used to pay for purchases within the UniversityExample: Print and Mail Center, BookstoreOne transaction is conducted per card. These purchases need to be authorized by a SGA authorized signer (Sara, Blanka, or Liz)Blanka

30 Loans Granted with the approval of the SGA TreasurerRepayment schedule is determined during the hearingSGA reserves the right to derecognize an organization for failing to repay a loanNo interest applied

31 Deposit Slips Used to deposit cash, checks, and unused petty cashClubs must have all accounts within the UniversityChecks MUST be made payable to the University of Vermont or UVMBlanka

32 How to reserve space on campusUse online server, Virtual EMSThis link is easily found through UVM A-Z searchBe sure the space is clean when you leave to avoid cleaning chargesLiz

37 Financial Transaction reportsDispersed to clubs on a monthly basisWill come in the form of an fromAlso use this to request budget allocationUse these reports to keep track of transactions made on your 130 and 131 accountsAdditional information on how to read reports is on the SGA Resources for Clubs websiteBlanka

38 PLEASE be as detailed as possible when submitting requestsAdditional fundingSupplemental Funds for current and new clubsSupplemental, Gas Supplemental, Capital Funding, Nationals Funding, Diversity Enhancement Funding, Uniform FundingMust fill out forms on the Lynx by 12 noon on MondaysWill have a hearing with the finance committee for all requests except Gas SupplementalRequests over $2,000 require an advisor’s approvalSGA Senate approval is needed for requests over $2,000 and take more time to processPLEASE be as detailed as possible when submitting requestsHigh risk weekend proposal for funding

39 Supplemental fundingUsed for items not included in the original budgetExamples: hotel rooms, flights, van rentals, supplies, equipment and materials, as well as payment to outside individuals or organizationsGeneral guidelines for allocations:Hotels: Up to $120/night/room with 4 people/roomFlights: Up to $900/semester for 2 peopleUp to 75% of any ‘fee,’ may be allocatedFood allocations will be made following the appropriate criteria

42 How to request supplemental fundingStep 4: Select the appropriate form for your request

43 How to request supplemental fundingStep 5: Fill out the form as accurately as possible and submit when finished. You will receive an confirmation shortly after submission.

44 How to request Supplemental FundingStep 6: Check periodically for scheduling of hearing time (if applicable)Response and allocation will be sent via by 12 noon on Friday of the week of the request.Further information may be requested post-hearing if necessaryMake sure your club advisor sends an to the Finance Committee for request over $2,000 confirming knowledge of the request

45 Gas Supplemental fundingBecause gas prices are variable, gas is never budgeted forAn electronic copy of directions and a map must be attached to the request when it is submitted. The route and mileage must be shown.Follow the equations to calculate the estimated cost of gas for the tripThis must be done before travelingMap needed for completion

46 Capital project proposalSpecial funding available for tangible items that will last in good shape for five years or moreYou must bring a price estimate for the item(s) needed and any additional information supporting the allocation to the SGA Office Front DeskLet us know beforehand

47 Diversity enhancement fundingCan be used for events with a cultural or religious nature in order to enhance diversity and to benefit the campus as a wholeExamples: holiday events, speakers, etc.This fund is only applicable for on-campus eventsFood may be allocated for events supporting diversity

48 Nationals fundingMay be used to pay for expenses for qualifying national events. This is an acknowledgement for athletic achievement.This fund has more flexibility in regards to the maximum amount of funding allocated compared to the other funds

49 Uniform FundingUsed as an aid for clubs to obtain uniforms (will not fund the full purchase)Can only be used after three years have passedEvidence for or intention of fundraising for the purpose of buying uniforms must be demonstratedA detailed distribution plan that displays plans to make sure uniforms will not be lost or stolen must be displayed

50 Student Professional Development FundFund available for students who have achieved significant recognition for work or services in their field of studyMay be used to further enhance knowledge through conferences, seminars, etcCannot be used as an internship stipendApplications are available on the SGA website and must have detailed proposals enclosedContact Liz with further questions

51 Clubs up for de-recognitionEconomicsFly FishingGoodrich ClassicalJuggling ClubStudents for Justice in PalestineWorld Club